An AI requester policy Q&A agent answers questions such as when a quote is needed, which purchases need a contract review or whether a card may be used, drawing only on your written policy documents.
A requester asks what they may buy or how.
The agent searches the written purchasing policy.
It replies in plain words and cites the clause.
If the policy is silent or unclear, it says so.
Unanswered or conflicting points go to a person.
The question is recorded for future policy updates.
Each answer names the policy section behind it, so the requester can read the source and procurement can check the wording.
If the policy is silent, contradictory or the situation is unusual, the agent says so and passes the question to a procurement contact instead of guessing.
Policy questions interrupt procurement all day, and the answers given by memory drift away from what the document says.
Analysts answer the same handful of queries several times a week.
They sit in long documents that few employees read before buying.
Two colleagues give different guidance on the same rule.
Employees discover a rule only when a request is rejected.
The written rule is out of date, but nobody has noticed.
The agent receives the question in chat or email and identifies what is being asked.
It looks through approved policy documents for the sections that apply.
It writes a plain reply in the requester's terms and names the section it relied on.
Where the policy is silent or unclear, it says so instead of filling the gap.
Unclear or exceptional questions are passed to a named procurement contact, with the question attached.
Bring a small sample and watch Flo work through it.
| Aspect | By hand | With the agent |
|---|---|---|
| Answers | Employees ask procurement the same questions repeatedly. | Policy questions are answered from the written policy with the clause cited. |
| Consistency | Different people give slightly different answers. | Every answer comes from the same current document. |
| Policy gaps | Gaps are discovered one email at a time and forgotten. | Unanswerable questions are logged and grouped for the policy owner. |
| Timing | Questions wait for procurement to be free. | Answers are available when the requester is filling the request. |
| Version control | Old policy copies circulate in inboxes. | The agent reads only the current published version. |
| If | Then | Who decides |
|---|---|---|
| Question matches a clear policy clause | Answer in plain words and cite the clause | Policy owner is not involved |
| Question is a hypothetical about an approval | Explain the rule and say it is guidance, not a decision | Approver makes the actual decision |
| Policy is silent on the situation | Say that the policy does not cover it and log the question | Policy owner decides the answer |
| Two clauses appear to conflict | Show both and do not pick one | Policy owner clarifies |
| Question asks for an exception | Explain how exceptions are requested; do not grant one | Exception approver decides |
| Question is about a person or a specific vendor decision | Decline to judge and point to the right contact | Procurement buyer takes it |
A clause refers to a retired process. The agent notes the clause date and flags it, and the policy owner decides whether it still stands.
Teams may use their own terms for the same purchase. The agent maps likely meanings and confirms with the asker if it is unsure.
The agent explains the rule and the factors, but does not give a verdict. A buyer gives the ruling where one is needed.
The answer depends on the asker's entity. The agent asks which entity applies, and cites the matching version.
Talk it through with the team. We will map it to your steps and show where a person stays in control.
Start with the purchasing policy alone, written in its current approved version.
Have buyers read a sample of replies for accuracy and tone.
Include the approval rules and exception procedure once the first answers hold.
Use the question log each quarter to rewrite unclear clauses.
It shows how much routine load the agent takes from the team. A very high rate deserves a sample check to confirm the answers are right.
Quick answers to what people ask most about requester policy Q&A.
Book a demoIt is an AI agent that answers employees' questions about purchasing rules using your written policy. It cites the section it used and refers unclear cases to a person.
No. It explains the rule and refers exception requests to someone with authority. Only people can waive a requirement.
From the policy documents you give it. It does not invent rules, and it is only as current as those documents.
It says the policy is silent on the point and passes the question to a procurement contact, so the gap can also be noted for future policy updates.
A software request is an employee's ask to buy, renew or add seats for an application.
→A spend policy check tests a purchase request against your buying rules, such as quote thresholds, approved vendors, term limits and budget availability.
→Missing information follow-up is the step where gaps in a purchase request are identified and the requester is asked to fill them.
→Preferred vendor recommendation is the step where a requester is pointed to approved or contracted suppliers before going to market.
→Bring a small sample of real items. We will show what Flo handles on its own and where it hands over to your team.
